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GOVERNMENT OF INDIA
INCOME TAX DEPARTMENT OFFICE OF THE CHIEF COMMISSIONER OF INCOME TAX PUNE, PUNE
‘Aayakar Bhawan’, Ground Floor, 12, Sadhu Vaswani Chowk, Pune-411001
Ph: 020-26111191/92 e-mail :- [email protected]
TENDER DOCUMENT
For Providing Security guards on Contractual basis
for the Properties at Manjri and Bhanuvilas Theatre, Pune acquired by Appropriate Authority
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OFFICE OF THE THE CHIEF COMMISSIONER OF INCOME TAX PUNE, PUNE
‘Aayakar Bhawan’, Ground Floor, 12, Sadhu Vaswani Chowk, Pune-411001
Ph: 020-26111191/92 e-mail :- [email protected]
NO. PN/CCIT/Security guards /2016-17/ Date: 02/05/2016
NOTICE INVITING TENDER
1. The Income Tax Department, Pune intends to invite sealed tenders
from firms /agencies, engaged in the business of providing manpower
service, to provide 04 (Four) security guards, on contract, basis for the Office
of the Chief Commissioner of Income-tax, Pune. The contract is for a period
of one year which is likely to be extended up to one year at the administrative
convenience of Chief Commissioner of Income Tax, Pune.
2. Sealed Tenders, duly super scribed “Tenders for Providing security
guards at Income Tax Department Pune” and addressed to “The Chief
Commissioner of Income-tax, Pune” are invited so as to reach not later
than 12.00 hours on 18/05/2016. Tenders received after stipulated
date/time shall not be entertained. The tenders will be opened on the
same day at 15.00 hours in the presence of the Bidders or their
representatives who may like to be present.
3. Detailed information/terms and conditions for the purpose either be
downloaded from (i) www.incometaxindia.gov.in (ii) www.eprocure.gov.in
or Tender documents and Terms & Conditions may be collected from the
above said office on working days during office hours i.e. 10:00 A.M. to 5:30
P.M. on payment of non-refundable tender fee of Rs.1,000/- by Cash or
Demand Draft drawn in favour of ZAO, CBDT, Pune payable at Pune. In
case the tender document is downloaded from the Department‟s website, a
non-refundable tender fee of Rs.1,000/- has to be paid by way of Demand
Draft drawn in favour of ZAO, CBDT, Pune payable at Pune at the time of
submission of the duly filled tender application.
(Varghese Philip)
Assistant Commissioner of Income Tax (HQ) For Chief Commissioner of Income Tax, Pune
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OFFICE OF THE CHIEF COMMISSIONER OF INCOME TAX, PUNE PUNE
‘Aayakar Bhawan’, Ground Floor, 12, Sadhu Vaswani Chowk, Pune-411001
Ph: 020-26111191/92 e-mail :- [email protected]
TENDER DOCUMENT FOR PROVIDING SECURITY GUARDS FOR PROPERTIES AT MANJRI & BHANUVILAS THEATRE,
PUNE ACQUIRED BY APPROPRIATE AUTHORITY
Open Tender No: NO. PN/CCIT/Security guards /2016-17/date: 02/05/2016
INDEX
Section. Type of Document Page
No.
I Bid Reference 4
II. Invitation to bid 5
III. Instruction to Bidders 6 to11
IV. Terms & conditions of contract
12 to 15
V
Scope of work and other
conditions 16 to 21
VI Technical Bid 22 to 23
VII Financial Bid 24 to 25
VIII Evaluation of Bids
26
Annexure-A 27
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OFFICE OF THE CHIEF COMMISSIONER OF INCOME TAX, PUNE PUNE
‘Aayakar Bhawan’, Ground Floor, 12, Sadhu Vaswani Chowk, Pune-411001
Ph: 020-26111191/92 e-mail :- [email protected]
SECTION – I
DOMESTIC COMPETITIVE BIDDING
(Through call of open Tenders) Open Tender No: NO. PN/CCIT/Security guards /2016-17/date: 02/05/2016
Period of Contract One year from the date of execution of
contract
Earnest Money Deposit Rs. 12,000/- Last Date & Time for receipt of Bid Date: 18/05/2016, Time: 12.00 Hrs
Time and Date of Opening of Technical Bid
Date: 18/05/2016, Time: 15.00 Hrs
Place of Opening of Technical Bid Aayakar Bhawan, Ground Floor,
Room No. 30, 12, Sadhu Vaswani Chowk, Pune -411001
The tender documents can be obtained from
downloaded from
www.incometaxindia.gov.in and
www.eprocure.gov.in or can also be
obtained from the Office of CCIT,
Pune, ‘Aayakar Bhawan’, Ground Floor, 12,
Sadhu Vaswani Chowk, Pune-411001
Tender documents can be dropped in the tender box at
Office of CCIT, Pune, ‘Aayakar Bhawan’,
Ground Floor, 12, Sadhu Vaswani Chowk,
Pune-411001
Tenders addressed to: The Chief Commissioner of Income-tax, Pune
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SECTION – II
INVITATION TO BID Open Tender No: NO. PN/CCIT/Security guards /2016-17/date: 02/05/2016
1. Income tax department, Pune invites sealed bids from the eligible agencies for providing 3 (three)security guards, on contract, at the premises of the
department in Pune „Aayakar Bhawan‟, Ground Floor, 12, Sadhu Vaswani Chowk, Pune-411001. 2. The scope of work includes providing round clock security services with
requisite number of security guards on all days including Saturdays, Sundays
and National Holidays.
3. The Earnest Money Deposit/Bid Security (Refundable, if the bid is not
successful) of Rs. 12,000/- (Rupees Twelve Thousand only) in the form of
Demand Draft/Banker‟s Cheque in favour of Zonal Accounts Officer, CBDT,
payable at Pune, has to be remitted along with bid forms.
4. The contract is for a period of one year which is likely to be extended further up to one year at the administrative convenience of Chief Commissioner of Income tax, Pune [hereinafter referred to as CCIT, Pune]. 5. The bid document can be downloaded from www.incometaxindia.gov.in. and also http://eprocure.gov.in/cppp/. 6. The Income tax department also reserves the right to accept or reject any
bid, and to annul the bidding process at any time, without thereby incurring
any liability to the affected Bidder or Bidders. 7. The sealed tenders completed in all respect shall be submitted/dropped
in the tender box kept at the office of the Office of CCIT, Pune, „Aayakar Bhawan‟, Ground Floor, 12, Sadhu Vaswani Chowk, Pune-411001 not
later than 12.00 hours on 18/05/2016 and the technical bids will be opened on 18/05/2016 at 15.00 hours in the „Aayakar Bhawan‟, Ground Floor, Room No. 30, 12, Sadhu Vaswani Chowk, Pune-411001.
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SECTION-III INSTRUCTIONS TO BIDDERS
1. This Invitation for Bids is open to the agencies fulfilling the eligibility criteria as per below: Eligibility Criteria:
a. The Applicant Contractor (i.e. The Security Agency) should have been in the business of providing Security Guards and services for a minimum three years since F.Y. 2012-13. b. The Annual Turnover of the Applicant Contractor should not be less than Rs. 2 Crore per annum during F.Y. 2012-13, 2013-14 and F.Y. 2014-15.
c. The Applicant Contractor should be in possession of requisite license from State government or other competent authorities for running Security agency to provide security guards. d. The rates quoted by the bidder for the basic pay as well as benefits such as PF, ESIC, etc. should be as per the prevalent Minimum Wages Act, 1948. e. The antecedents of the personnel should have been got verified from the local Police Station, at the instance of the Contractor and a copy of such verification reports should be submitted within 15 days from date of contract. f. The Applicant contractor should have complied with all the legal provisions pertaining to his/its line of business. g. The Applicant contractor should have experience in providing security services to Government offices/PSU/private organisation (mainly IT company) a reputed client list.
h. The Applicant Contractor should be in a position to supply the requisite
number of Security Guards within 3 days of execution of agreement.
i. The Applicant contractor should be able to provide additional Security Guards as required by the department during currency of the contract. i. The Applicant contractor should be able to provide 2 set of uniforms to the Security Guards as decided by the department. ii. The Applicant contractor shall have provident fund code no. And all the contract employee deployed by them are enrolled as members of provident fund. 2. The Bidder is expected to examine all instructions, forms, terms &
conditions, and specifications in the bidding document. Failure to furnish
information required by the bidding document or submission of a bid not
substantially responsive to the bidding document in every respect will result
in rejection of the bid.
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2.1 Process
Selection of a successful vendor / Service Provider will involve a five (5) stage
approach before issuance of Work Order/letter of appointment. The approach
follows the Indian Government‟s Central Vigilance Commission (CVC) guidelines.
STAGE 1 STAGE 2 STAGE 3 STAGE 4 STAGE 5
Issue Notification Issue Receipt of Evaluation of Technical & Awarding of
Financial Bids
Bid Document Bids contract
3. The bidder is required to fill up the Profile of his Organization and other details in the format given as per Annexure – A of the Bid Document. 4. The bids are to be submitted in two parts in separate sealed envelopes, i.e., Technical Bid and Financial Bid. 5. The Technical Bid (Section-VI) submitted by the bidder shall include the following: (a) Full particulars of Govt. or other organizations, where the agency has
carried out contract of providing Security services for a period of two years. (Self-
attested copies of the relevant work orders are to be enclosed).
(b) Copy of the statement of accounts viz. balance sheet, Profit and Loss
Account, audited if applicable, and Income tax return particulars of the bidder for
the 3 financial years i.e. 2012-13, 2013-14 & 2014-15 are to be submitted.
(c) A copy of PAN card. (d) Copy of Registration with the Labour Commissioner having jurisdiction over the territory in which services are sought to be provided by the Agency under this contract. In case the agency is exempted from obtaining such Registration, the agency is required to produce an affidavit signed by the authorized signatory of the agency that their firm is exempted & is not required to obtain any such Registration or approval or order from the Labour Commissioner. (e) Information regarding any litigation, current or during the last three years in which the bidder was/is involved, the opposite party(s) and the disputed amount. (f) Details regarding any work order that was abandoned at any stage,
prematurely terminated or resulted in inordinate delay along with reasons for the
same (copies of relevant documents to be enclosed).
(g) Earnest Money Deposit (EMD) of Rs. 12,000/- by means of demand draft
Pay/Banker‟s Cheque drawn in favour of Zonal Accounts Officer, CBDT, payable
at Pune
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6. Sealing and Marking of Bids:
(a) The Technical Bid along with EMD instrument and requisite documents (listed
in Para 5 above) shall be placed in one sealed envelope super scribed „Technical
Bid‟. The Financial Bid shall be kept in a separate sealed envelope super-scribed
„Financial Bid‟. Both the envelopes shall then be placed in one single, sealed
envelope super scribed „“Tenders for Providing security guards at Income Tax
Department Pune”” and shall be addressed to the Chief Commissioner of
Income, Pune. The bidder‟s name, telephone number and complete mailing
address shall be indicated on the cover of the outer envelope.
(b) Both the inner envelopes super-scribed Technical Bid and Financial Bid
shall have the name and address of the bidder so that if required, they may be
returned to the bidder without opening them.
(c) If the outer and inner envelopes are not sealed and marked as required, the Income-tax department shall assume no responsibility for the bid‟s misplacement or premature opening.
(d) If for any reason, it is found that the Technical Bid reveals the Financial
Bid related details in any manner whatsoever, or, the Financial Bid is enclosed in
the envelope super-scribed, “Technical Bid”, the Bid document will be
summarily rejected in the first instance itself.
(e) All the Bid documents submitted shall be serially page numbered and
contain the table of contents with page numbers. (f) The applicants should submit/drop their bids in separate sealed envelopes,
which in turn should be placed into a sealed larger envelope (Maximum Width of
10 Inch), in the „Tender Box‟ kept in the Office of „Aayakar Bhawan‟, Ground
Floor, 12, Sadhu Vaswani Chowk, Pune-411001 by 12.00 hrs on
18/05/2016. No acknowledgement, in respect of receipt of any bid, shall be
issued. 7. Deadline for Submission of Bids:
(a) Bids must be received by the Income-tax department at the address
specified not later than the time and date specified in the Invitation for Bids. In
the event of the specified date for the submission of Bids being declared a holiday
for the Income-tax department, the Bids will be received up to the given time on
the next working day.
(b) The Income-tax department may, at its discretion, extend the deadline for submission of bids which will be binding on all the bidders. (c) Any bid received by the Income-tax department after the deadline for
submission of bids prescribed by the Income-tax department in the bid, document
will be rejected and will not be opened.
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8. Modifications and Withdrawal of Bids: (a) No modification or substitution of the submitted application shall be allowed. (b) An applicant may withdraw its Tender after submission, provided that written
notice of the withdrawal is received by the Income-tax department before the due
date for submission of Applications. In case an applicant wants to resubmit his
application, he shall submit a fresh application following all the applicable
conditions.
(c) The withdrawal notice shall be prepared in Original only and each page of the
notice shall be signed and stamped by authorized signatories. The copy of the
notice shall be duly marked “WITHDRAWAL”. 9. Validity:
Bids shall remain valid for 90 days after the date of bid opening prescribed by the
Income-tax department. A bid valid for a shorter period shall be rejected by the
Income-tax department as non-responsive. 10. Opening and Evaluation of Technical Bids:
(a) The Tender Committee appointed by the Income-tax department will open all Technical Bids in the first instance on the appointed date, time and venue.
(b) During evaluation of the bids, the Income-tax department may, at its discretion, ask the Bidder for clarification of its bid. The request for clarification and response shall be in writing.
(c) No bidder shall contact the Income-tax department on any matter relating
to his bid from the time of the bid opening to the time the issue of work order. All
bidders are strongly advised to furnish all material information in the bid itself.
(d) Any effort by a Bidder to influence the Income-tax department in its decisions on bid evaluation, bid comparison or work order decision will result in rejection of the bid. 11. Opening and evaluation of Financial Bids:
(a) The results of the bid will be communicated in writing to the qualifying bidder. The unsuccessful bidders will be notified separately.
(b) The Price Bid shall comprise the price component for all the services indicated in the Section-V of the bid document. The price quoted by the bidders shall include all applicable taxes, wherever applicable. The bidder shall include Service tax and surcharges etc. as applicable on the services that are provided under this contract in the lump sum rates quoted and Income-tax department would not bear any additional liability on this account.
(c) Income-tax department shall however, deduct such tax at source as per the
rules and issue necessary certificates to the Agency. The prices once accepted by
the Income-tax department shall remain valid till the contract remains in force.
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(d) Rates shall include statutory obligations as may be applicable.
(e) The rates are inclusive of all (i.e. Provident Fund, ESI, Bonus, Gratuity,
Paid Leave, pay for National Holidays, Uniform Allowance, Operational Cost,
Service Charges and all other levies that are applicable from time to time shall be
met within the total invoice value. (f) Prices shall be quoted in Indian rupees only.
(g) Arithmetical errors will be rectified on the following basis: - If there is a
discrepancy between words and figures, the higher of the two shall be taken as
the bid price. If there is any other discrepancy, the figure leading to the
determination of the higher amount shall be adopted. If the bidder does not
accept the correction of errors, as aforesaid, his bid will be rejected.
12. Payment terms. The contract payment shall be made as per the payment schedule mentioned below:
(a) Monthly bills submitted in duplicate by the agency for the security services
rendered in the preceding month, shall be paid after submission of bills in
duplicate duly complete in all respects. The payment for the work will be released
only after production of attendance records certified by the respective Controlling
Authorities and production of copies of Acquaintance rolls/pay sheets for proof of
payment of wages to the personnel. The monthly bills should also be accompanied
by the proof of payment of PF/ESI & Service tax challans. Inadequate supply of
security guards will attract deduction at pro-rata basis from the work bill
towards compensation. The decision of the Chief Commissioner of Income-tax,
Pune shall be final and binding in this regard. (b) If the performance of the personnel provided by the agency is not found
satisfactory, the Chief Commissioner of Income-tax, Pune shall have power to
terminate the contract with one month‟s notice. Upon such termination, the
amount of performance guaranty of the Agency shall be liable to be forfeited and
shall be absolutely at the disposal of the department.
(c) If at any time during the period of contract, the SCOPE OF WORK for
which this job has been awarded is reduced /abandoned, the payment value of
this job order shall be reduced on pro-rata basis by the Income-tax department
and the decision of Chief Commissioner of Income-tax, Pune, shall be binding on
the Agency.
13. The Income-tax department, without assigning any reasons, reserves the right
to accept or reject any bid, and to annul the bidding process and reject all bids at
any time, without thereby incurring any liability to the affected Bidder or Bidders
or any obligations to inform the affected Bidder or bidders of the grounds for the
action Income-tax department.
14. The Bidder shall sign his bid with the exact name of the concern to which the contract is to be awarded.
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15. The Bid document filed by the bidder shall be typed or written in indelible
ink. No over writing or cuttings shall be permitted.
16. The Income-tax department reserves the right to reject the bid having deviations from the prescribed terms and conditions.
17. The vendor shall not subcontract or permit anyone other than himself to perform any of the work, service or other performance required of the vendor under the contract.
18. Prior to the submission of Bid, the Bidder/authorized representative shall
personally inspect the Income-tax department offices and facilities specified in the
Bid at his own cost and under prior intimation to the Assistant Commissioner of
Income tax (HQ), Pune. This is necessary to enable the bidder to gather all the
information, so as to prepare the Bid accurately after taking into consideration all
the relevant factors. Submission of the bid will, therefore, be considered as
meeting the requirements of bidder having fully read and understood the tender
document and the scope of work prescribed therein.
19. Making misleading or false representation in the bid document will lead to disqualification of the Bidder at any stage.
20. Where the bid has been signed by the Authorized Representative on behalf
of the concern, the bidder shall submit a certificate of authority and any other
document consisting of adequate proof of the ability of the signatory to bind the
bidder to the contract. (Income-tax department may out rightly reject any bid,
which was not supported by adequate proof of the signatory‟s authority).
21. Department reserves the right to negotiate the price with the finally short
listed bidder before awarding the contract. It may be noted that I.T .department
will not entertain any price negotiations with any other bidder.
Read and accepted. Signature and stamp of
Bidder or Authorized Signatory
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SECTION-IV
TERMS & CONDITIONS OF CONTRACT
1. No alteration shall be made in any of the terms and conditions of the bid
document by scoring out. In the submitted bid, no variation in the conditions
shall be admissible. Bids not complying with the terms and conditions listed in
this section are liable to be ignored.
2. A sum of Rs. 12,000/- (Rupees Twelve Thousand Only) must be deposited as
Earnest Money Deposit (EMD) by means of Bank Draft drawn in favour of Zonal
Accounts Officer, CBDT, payable at Pune, and must accompany the technical bid
in the sealed envelope without which the Bid will be rejected. The said amount
shall be forfeited, if the successful bidder fails within the time fixed by the Income-
tax department to sign the contract on terms contained in the bid document.
3. The successful bidder will submit a Performance Guarantee, within 15 days
after the receipt of Letter of Intent @ 5 % of the tendered value of contract. The
Performance Guarantee will be refunded to the Agency on completion of contract
period without interest after deducting liabilities if any. For other Bidders, the
Earnest money instrument will be returned within 15 days of the completion of the
financial evaluation of the tenders.
4. No bid will be considered unless and until all the pages documents comprising the Bid are properly signed and stamped by the persons authorized to do so.
5. In the event of bid being accepted, the bid will be converted into a contract,
which will be governed by the terms and conditions given in the bid document. The
instructions to bidders shall also form part of the contract.
6. The terms and conditions of contract given in this Section, along with the
Instructions to Bidders in Section III shall be signed and returned in the envelope
marked as „Technical Bid‟, otherwise the tender will be rejected. 7. The Income-tax department does not bind itself to accept the lowest bid.
8. Any change in the constitution of the concern of the Agency shall be notified
forthwith by the Agency in writing to the Income-tax department and such change
shall not relieve any former member of the concern from any liability under the
contract.
9. The Agency shall acknowledge that it has made itself fully acquainted with all
the conditions and circumstances under which the services required under the
contract will have to be provided and the terms, clauses and conditions,
specifications and other details of the contract. The Agency shall not plead
ignorance on any matter as an excuse for deficiency in service or failure to perform
or with a view to asking for increase of any rates agreed to the contract or to
evading any of its obligations under the contract.
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10. In the event of the Agency failing to fulfill or committing any breach of any of
the terms and conditions of this contract or indulge in following omission or
commission then without prejudice to the Income-tax department„s rights and
remedies to which otherwise, Income-tax department, shall be entitled, the
contract shall be terminated forthwith, forfeit the amount of performance
guarantee and to blacklist the Agency and execute the work or arrange otherwise
at the Agency‟s risk and at the absolute discretion of the Income-tax Department.
The cost of such works together with all incidental charges or expenses shall be
recoverable from the Agency:-
a) If the Agency or its agents or employees are found guilty of fraud in
respect of the contract or any other contract entered into by the Agency or
any of his partners or representatives thereof with the Income-tax
department ; or
b) If the Agency or any of its partner becomes insolvent or applies for relief
as insolvent debtor or commences any insolvency proceedings or makes any
composition with its/their creditors or attempts to do so; or if
c) At any time during the pendency of the contract, it comes to the notice
of the Income-tax department that the Agency has misled it by giving
false/incorrect information.
11. The Agency will be responsible for the conduct of all workers deployed by it
and will be legally liable for any harm or loss arising to any person whomsoever, in
whatever form, from any misconduct or any act of negligence, omission or
commission, whether intentional or otherwise, of the Agency or any of the workers
agents and others deployed by the Agency in the course of providing any services
stated in this contract, and will bear full responsibility and cost of the same. The
Income-tax department will not be liable for any loss or harm to any person within
or outside the Income-tax department campus from any act of omission or
commission of any of the workers, agents any others deployed by the Agency in the
course of providing any services stated in this contract.
12. The Income-tax department shall not be liable for any compensation, claim
or damages etc. due to any accident, injury or harm to any person deployed by the
Agency or death due to accident or otherwise, which may arise out of any
circumstances related or unrelated with their duties at Income-tax department.
The Income-tax department shall be indemnified by the Agency for all such claims.
13. Without prejudice to the preceding term of contract, the Agency will be
liable to reimburse the Income-tax department of any cost or legal liability penalty
fine imposed on the Income-tax department by any authority, because of any
misconduct or any act of omission or commission, whether intentional or
otherwise, of the Agency or any of the workers deployed by the Agency in the
course of providing any services stated in this contract.
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14. It shall be the responsibility of the Agency to comply with the provisions of
various Labour Laws. The Agency shall faithfully discharge all the liabilities under
the labour laws. The Agency shall indemnify the Income-tax department against
the claims arising out of non-fulfilment of obligations by him under the various
labour laws. 15. The agency shall comply with all statutory liabilities and obligations of
State and Central Government. The Income-tax department shall not be liable for
any contravention/non-compliance on the part of the Agency. Any
contravention/non-compliance on the part of the Agency would be construed as a
sufficient ground for termination of the contract at the discretion of the Income-tax
department. Notwithstanding, in the event of the Income-tax department being
imposed with any penalty/fine etc., by any agency/authority due to the non-
compliance/contravention on the part of the Agency to any statutory
laws/rules/regulations etc., the Income-tax department reserves the right to
recover such fine/penalty etc., from the Agency by way of recovery from the bills
raised by the Agency or by any other means.
16. The Income-tax department may discontinue the contract at any point of
time, by giving a notice at least 30 days before the intended date of
discontinuation, and will not be liable to any additional charges or compensation
payable to the Agency or any other person.
17. The Agency may discontinue the contract at any point of time, by giving a
notice at least 60 days before the intended date for discontinuation. But it will lead
to forfeiture of its Security deposit (EMD) submitted by it, in case of
discontinuation without a notice or a notice less than 60 days prior to the
intended date of discontinuation. The Income-tax department will have the right to
claim damages, and recover them from the payments due to the Agency or by any
other means, in addition to forfeiting the amount of performance guarantee of the
Agency.
18. Employment Cards must be issued to the employees and their wages must be paid to them on acquaintance roll by 10th day of every month. Before submission of bills by the Agency to Income-tax department for payment against the jobs carried out by him a certificate will have to be submitted by the Agency of having paid in full to the workers employed by him.
19. The agency shall comply with all statutory liabilities and obligations of State and central government.
20. The workers employed by the Agency will not be treated as the employees of the Income-tax department for any purpose whatsoever.
21. The Income-tax department shall have right to periodical inspection with a
view to ensuring strict adherence to deployment of all security guards at the
designated properties and spots.
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22. The Agency shall be required to enter into an agreement on a non – judicial
stamp Paper of not less than Rs.500/- on receiving the intimation/letter of intent
and to start the work within 03 days of the signing of Deed/Agreement.
24. Requests for Information Bidders are required to direct all communications related to this document
through the designated Contact person ACIT(HQ), O/o CCIT, Pune, „Aayakar Bhawan‟, Ground Floor, 12, Sadhu Vaswani Chowk, Pune-411001. All
queries relating to the Bid, technical or otherwise, must be in writing only to the designated contact person. The Department will not answer any communication initiated by Respondents later than five business days prior to the due date of opening of the bids. If the Department, in its absolute discretion, deems that the originator of the question will gain an advantage by a response to a question, then department reserves the right to communicate such response to all Respondents.
25. Tenure of the contract:
Initially, this agreement shall remain in force for the period of 12 months w.e.f.
execution of contract, with the provision of extending it at administrative
convenience on satisfactory performance of contract by the agency/vendor. 26. Arbitration:
In the event of any dispute or differences arising as to the execution of the
contract or as to the respective rights or liabilities of the parties hereto or
interpretation of any of clause thereof on any condition of agreement (except as to
any matters the decision of which is specially provided for or the special
conditions), the dispute shall be resolved in accordance with the provisions of the
Arbitration & Conciliation Act, 1996 and the Rules there under and any statutory
modifications thereof, for the time being in force, shall be deemed to apply to the
arbitration proceedings. The award of the arbitrator shall be final and binding on
parties to the agreement. Read and accepted. Date Signature and stamp of the Bidder or Authorized signatory, Place
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SECTION- V
SCOPE OF WORK AND OTHER CONDITIONS
1. The agency shall provide round the clock security services at the properties
at Manjri & Bhanuvilas Theatre, Pune acquired by Appropriate Authority,
with requisite security guards in various categories on all days including
Saturdays, Sundays and National Holidays.
2. The Agency shall provide round the clock high standard security on a 24 X
7 basis on all days to safeguard the premises and assets on properties at
Manjri & Bhanuvilas Theatre, Pune acquired by Appropriate Authority. The
agency shall ensure full security to the premises and its property from
pilferages and maintain the standard security norms to protect the above
premises form other insecurities.
3. The agency shall ensure proper locking of premises, common area etc.. In
case of any theft, breakage, pilferage of any fixture and/or fittings,
furniture, equipment etc., the responsibility shall be of the security
personnel and the security personnel shall report the same to the
Controlling Authorities immediately. If after a departmental enquiry, it is
found that the loss has occurred due to the negligence of the security
guard/guards on duty, the Income Tax Department will have full power to
recover the loss in full or adjust from the dues of the agency or by any other
means.
4. The Income Tax Department may increase or decrease the requirement of
manpower and the agency shall be bound to provide/adjust the personnel
accordingly and shall be construed as a part of agency‟s performance.
5. The agency shall submit bio data along with identity proof, address proof of
each security guard duly verified, before the commencement of the contract.
6. During surprise checks by any of the authorized officers of Income Tax
Department, if a particular guard is found negligent/sleeping/drunk on
duty/Indulging into abuse of habit forming substances, the agency will
have to replace the guard with any other proper and fit person without
questioning the decision of the officer concerned of the department.
7. The agency shall ensure immediate identification and proper handling of
unclaimed materials or goods lying in nearby premises.
8. The agency shall ensure immediate communication to controlling authority
for any reportable incidence.
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9. The agency shall maintain proper register/logbook of security personnel.
10. The agency shall provide proper uniforms, identity card, badges, whistle,
lathi, emergency lamp torch, umbrellas, rain coat etc. to supervisor and
guards deployed in the premises of Income Tax Department, Pune.
11. All the security guards posted shall be in sound health.
12. The rotation of duties shall be effected at various locations inside complex.
They should note down the entry and movement of the vehicles, men &
materials. They should collect the pass/delivery challans issued by the
officers incharge for the outgoing and incoming materials/items.
13. The security guards should maintain utmost vigil and shall be on rounds in
the duty area allotted at frequent intervals of time. Any shortcomings in
this issue will be dealt with seriously and action will be initiated which may
include termination of contract.
14. The security guards should not accept any registered post, speed post or
any signed documents from courier agency on any working day or holidays.
15. The behaviour of the deployed manpower by the agency for the security
duty so awarded shall be of decent nature and should co-operate with the
officials, visiting guests. In case of report of any complaint on the issue or
is found breaching this aspect, the said guard/supervisor shall be instantly
removed from duty by the agency and the decision of the Controlling
Authorities will be final and binding on the Agency.
16. No accommodation shall be provided to the security guards or supervisor
inside the complex. The Agency may arrange suitable accommodation for
their stay in nearby area if required so, by the agency.
17. The performance guarantee shall be kept in the custody of the Income Tax
Department till the expiry of the contract and will bear no interest. The
Performance guarantee will be refunded to the agency after deducting any
financial liabilities, which the agency owes to Income Tax Department,
Pune. If the financial liabilities are more than the performance guarantee,
the Agency will be legally bound to pay the balance liability within 7 days
from the date of issuance of notice for discontinuance of the contract so
awarded.
18. Income Tax as applicable will be deducted at source from each bill for
which necessary PAN is required to be provided.
19. The work shall be executed as per the directions and to the satisfaction of
the officer incharge.
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20. No person below the age of 18 years shall be deployed on the security work
by the agency.
21. The Agency shall have insurance coverage for their workers and follow all
safety measures during the work execution. Any liability occurring during
work such as accident, injury, loss of life, damage to the property, the same
shall be compensated and made good by the agency only and Income Tax
Department will not be responsible in any manner.
22. The contract will be terminated by the competent authority if the
performance of the Agency is found un-satisfactory at any point of time.
23. During the contract period, the Agency shall make salary & other payments
and provide other things in time without waiting for the bill payments
passed and paid by the Income Tax Department.
24. The Agency shall have its own monitoring system to ensure that the guards
are available at the designated points during their working shifts.
25. The Contractor shall provide dedicated security guards and any change in
the personnel supplied should be made only in very exceptional
circumstances. Replacement of security guards should be provided in the
event of sickness or in any other circumstances, when the guard is absent.
The guards must report to duty strictly for twelve hours (in each shift),
seven days a week as per the roster or duty schedule to be prepared in this
regard. This shall exclude the half hour lunch break, turn by turn.
26. The expenses on uniforms, other accessories , rain-wear etc. shall be borne
by the contractor alone.
27. A log sheet specifying daily reporting and relieving time of security guards,
shall be maintained for each guard. The contractor should submit the duly
filled in log sheet, signed by the controlling officer, along with the bill, on
monthly basis.
28. The security guards hired should satisfy the following conditions:-
a) Guards should wear the uniform, while on duty, prescribed by the
contractor.
b) Guards should have undergone proper training on all security related
issues, should be decent and well behave.
c) Once the Guard has been allotted a spot/site he/she shall remain in the
same position till he/she is shifted.
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29. In case of security guard remaining absent from duty, a substitute shall be
provided by the contractor immediately. In case of substitute is not
provided, proportionate contract charges are liable to be deducted from the
contract charges payable. In addition to the above, the penalty may also be
levied for late reporting/non-reporting of guards as stipulated in para 31
below.
30. The Security Guards shall initially be deployed in TWO shifts and at the
discretion of security-in-charge of the department. However, the
Department, at its discretion, shall be entitled to change the above
deployment plan at any time in the future and during currency of the
contract, if the exigencies so demand.
Shift duty is classified into following two parts:
Morning: 07.00 a.m. to 07.00 p.m.
And 07.00 p.m. to 07.00 a.m.
31. Liability of the contractor –
a) The contractor shall, on award of the contract, furnish the list containing
name and address of the labourers sent to the contractee.
b) The contractor shall maintain an attendance register of its workers which
shall be subject to check by the concerned office of contractee.
c) The contractor shall be responsible to ensure compliance of provisions of all
enactments, laws, rules and instructions in force and application thereto.
The contractor shall be liable to ensure compliance of Contract Labour
Regulation and Abolition Act 1970, Minimum Wages Act 1948, Workmen
Compensation Act 1933 and all other laws / Act as may be applicable.
d) The contractor shall ensure that its manpower maintain total discipline and
pay due respect and regard to the employees of the contractee.
e) Contractor shall be fully responsible for theft, burglary, fire or any
mischievous deeds by his staff.
f) The cost of damage/ loss caused to the department shall be recovered from
the security deposit and other payments due to contractor.
g) Contractor shall be solely responsible for payment of wages/salaries other
benefits and allowances to his personnel that might become applicable
under any Act or Order of the Govt. The office of the CCIT, Pune shall have
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no liability whatsoever in this regard and the Contractor shall indemnify the
CCIT, Pune against any/all claims which may arise under the provisions of
various Acts, Govt. Orders etc.
h) The contractor should be registered under ESIC and PF Acts and other
relevant statutory enactments dealing with employment of labour. All
existing statutory regulations of both the State as well as Central
Government shall be adhered to by the contractor and all record
maintained thereof shall be available for scrutiny by this office. Any failure
to comply with any of the above regulations or any deficiency in service will
render this contract liable for immediate termination without any prior
notice.
32. Income tax as applicable will be deducted at source from each bill for which
necessary PAN No. is required to be provided. 33. The work shall be executed as per the directions and to the satisfaction of
the officer in charge. 34. No person below the age of 18 years shall be deployed by the Agency. 35. The Agency shall have insurance coverage for their workers and follow all
safety measures during the work execution. Any liability occurring during
work such as accident, injury, loss of life, damage to the property, the same
shall be compensated and made good by the Agency only and Income tax
department will not be responsible in any manner.
36. The contract will be terminated by the competent authority if the
performance of the Agency is found un-satisfactory at any point of time. 37. During the contract period, the Agency shall make salary & other payments
and provide other things in time without waiting for the bill payments
passed and paid by Income tax department.
38. The expenses on 2 set of uniforms, other accessories, rain-wear etc. shall
be borne by the contractor alone. Pattern of uniform will be decided by the
Pr.CIT-4, Pune.
39. In case of any personnel remaining absent from duty, a substitute shall
be provided by the contractor immediately. In case a substitute is not
provided, proportionate contract charges are liable to be deducted from the
contract charges payable. In addition to the above, the penalty may also be
levied for late reporting / non-reporting of the personnel.
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40. During the term of contract number of security guards may be increased or
decreased on the re-assessment of requirement by the CCIT, Pune.
41. The Contractor shall ensure that his workers do not participate in any
trade union activities, agitation in the premises of the CCIT, Pune. Any
such activity shall be treated as serious breach of discipline and deficiency
in service, which may lead to termination of contract.
42. The workers of the Contractor shall not have no claim whatsoever over the
facilities / amenities that are extended to the officers and staff of this office.
43. In case of non-compliance of the above terms and conditions of contract, a
penalty may be levied on the basis of certificate signed by the Controlling
Authority. The penalty for some of the defaults is as under :-
Sr. No.
Nature of default Penalty Rs.
1 Late reporting Rs.100/- per day
2 Non reporting Rs.500/- per day
3 Refusal of duties Rs.500/- per instance
4 Non-observation of dress-code Rs.100/- per instance
5 Change of security guards without prior permission
Rs.1000/- per instance
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SECTION-VI
TECHNICAL BID
(On the letter head of the concern submitting the bid )
To The Chief Commissioner of Income-tax,
„Aayakar Bhawan‟, Ground Floor, 12, Sadhu Vaswani Chowk,
Pune – 411 001. Ref: Tender No.____________________ Dated __________________ Sir,
I/We hereby undertake to provide the security guards at various premises of Income
tax department, Pune, as specified in the Bid/tender document and agree to hold this
offer for a period of 90 days from the date of opening of the tender. I/we shall be
bound by a communication of acceptance issued by you.
I/we have understood the Instructions to Bidders and Terms and Conditions of
Contract as enclosed with the invitation to the tender and have thoroughly examined
the specifications of services to be rendered and are fully aware of the nature of the
services to be rendered and my/our offer is to supply the services strictly in
accordance with the requirements.
Certified that I/we have the experience of more than three years in providing security services and related works. Certified copies of at least one work-order
pertaining to each of the last three years are enclosed with this bid.
A detailed profile of the organization as filled in as prescribed in the Annexure –A of the bid document is enclosed with this bid. Other details required to be submitted with this bid as per the bid document are also enclosed as follows:
(a) Copy of valid Empanelment Certificate from appropriate authority for undertaking security services contract
(b) List of reputed Clients along with documentary evidence
(Self-attested copies of the relevant work orders are to be enclosed).
(c) Copy of the audited balance sheet, Profit and Loss Account of the bidder for the F.Y. 2012-13, 2013-14 and with regard to F.Y. 2014-15, audited/unaudited balance sheet and profit & loss account certified by the auditor.
(d) A copy of PAN card
(e) Copy of Registration with the Labour Commissioner having jurisdiction over
the territory in which services are sought to be provided by the Agency under
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this contract. In case the agency is exempted from obtaining such Registration
or approval or order from the Labour Commissioner, the agency is required to
produce an affidavit signed by the authorized signatory of the agency that their
firm is exempted & is not required to obtain any such Registration or approval
or order from the Labour Commissioner.
(f) Note on compliances of liabilities & obligations of State and Central Government. (g) Information regarding any litigation, current or during the last three years in which the bidder was involved, the opposite party(s) and the disputed amount.
(h) Details regarding any work order that was abandoned at any stage,
prematurely terminated or resulted in inordinate delay along with reasons for
the same (copies of relevant documents to be enclosed).
(i) Earnest Money Deposit (EMD) of Rs. 12,000/- by means of demand draft
Pay/Banker‟s Cheque drawn in favour of Zonal Accounts Officer, CBDT,
payable at Pune
We do hereby undertake that, until a formal notification of award, this bid, together with your written acceptance thereof shall constitute a binding order between us.
Yours faithfully, Signature and
stamp of the Bidder or Authorized
signatory
Dated this _____ day of _________ of 2016 Telephone: __ _____________ FAX __________________ Address____________________________ E-mail __________________ ___________________________________ Company Seal. Signature of the bidder.
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SECTION-VII
FINANCIAL BID
Having examined the bidding documents and having submitted the technical bid
for the same, we, the undersigned, hereby submit the Financial Bid for providing 3
Security Guard at the premises of Income-tax Office, „Aayakar Bhawan‟, Ground
Floor, 12, Sadhu Vaswani Chowk, Pune-411001, in conformity with the said
bidding document at the prices and rates mentioned in the enclosed offer. The Price quoted by us for the scope of work detailed in Section V of the bid document is as below:
1. Name, address and telephone No. of the Bidder/Applicant Contractor 2. Rate Chart per Guard 30 days The rates should be quoted as per the prevalent rates of Minimum Wages Act, 1948. The benefits such as PF, ESIC, Bonus, Gratuity, Leave Encashment, etc. Should be quoted as applicable under the respective Act.
PROFORMA FOR QUOTING RATES
Sr. No. Details Rate per guard for 30 days
1 Basic
2 Variable Dearness Allowance
3 Total
4 HRA
5 Conveyance Allowance
6 Washing allowance
7 ESI
8 Provident Fund
9 Bonus
10 Gratuity
11 Leave Encashment
12 Paid Holiday
13 Labour Welfare Fund
14 Clothing
15 Total of 3 & 14
16 Agency Charges
17 Grand Total (15+16)
3. Total Charges per Guard for 30 days, including Service Tax: Rs. 4. Total Value of Contract for 04 Guards for 12 Months including Service Tax: Rs. Signature with Date: _________________
Name of the Firm: __________________
Seal: __________________
Name and Signature of the Authorised Signatory
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Note: In the case of revision of variable dearness allowance or increase in
minimum rates of wages by the Regional Labour Commissioner (C), same will be
reimbursed to the contractor on production of payment of the same to the workers
(Guards). Consequent to increase in VDA or minimum wages, the increase in other
benefits like PF, ESIC, Bonus, Gratuity, etc., will be reimbursed to the contractor on
production of proof of payment of such other benefits.
Tender will be opened on 06/05/2016 at 15.00 hours in Room No. 30, Ground
Floor, Aayakar Bhawan, 12, Sadhu Vaswani Chowk, Pune-411001, in front of bidders
or their representative.
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SECTION-VIII
EVALUATION METHOD The criteria of selection as well as rejection. 1. The bidder should fulfill eligibly criteria mentioned in Section-III of this document to be able to qualify for consideration at the stage of technical evaluation: i.e. Only those Bid(s) shall be treated as responsive bid(s) which fulfills all the criterion/parameters 2. Incomplete tenders would be rejected. 3. Tendering process shall be finalized only when there are at least three responsive bids.
4. In a normal situation, the contract shall be awarded to the lowest responsive bidder. However, mere Lowest rates is not the sole criteria of selection. Income Tax Department, Pune is not bound to accept the Lowest rates.
5. Without affecting the sanctity of the above criterion, Income-tax department, Pune reserves rights to relax any condition of eligibility criteria qualifying the bid(s) based on merit of each case and if the situation so warrants in the interest of the department.
6. Preference may be given to the contractor(s) having valid quality system certificate as per ISO 9001, in case of same rates.
7. Income-tax department, Pune also reserves the right to reject any bid (including the lowest one) which in its opinion is not responsive or violating any of the conditions/specifications or which is found to be adopting unethical business practices; without bearing any liability or any loss whatsoever it may cause to the bidder in the process. The parameters and process for Evaluation.
1. The technical bids will be evaluated by the screening committee on the basis of following parameters.
i) Past performance ii) Credentials iii) Financial capacity with respect to gross receipt iv) Evaluation of competency done by Tender Committee v) Fulfilment of provisions of legal obligations.
2. Evaluation of these parameters shall be based on documents and information submitted by the bidders without recourse to extrinsic evidence. 3. Financial bids of those who qualify after the evaluation of technical bids by screening committee would be opened later, the date of which will be intimated to the qualified bidders separately. …………………….
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Annexure –A
PROFILE OF ORGANIZATION
Sr. no. Particulars
Providing Security Services at various premises of Income Tax Department, Pune
1 Name of the Firm/Agency
2 Address with email, Phone, Fax, Mobile Nos :
3 Details of Registration Labour Commissioner having
jurisdiction over the territory or exemption certificate,
if any.
4 Year of Establishment of the firm experience in the
execution of security services contracts:
5 PAN/TIN No: (enclose copies)
6 Service Tax No: (if any)
7 Details of works executed during the last 3 years (add
documentary proof of the same) with satisfactory
completion certificates of the concerned
organizations
8 List of similar work undertaken/in hand
at present(proof documents)
9 Whether sufficient number of Unskilled / Semi-skilled personnel in each
category is available with the Applicant Contractor
(Furnish Documentary evidence)
10 Details of Demand Draft/Banker’s
Cheque in respect of Earnest Money
11 Any other information in support of
their past antecedent ,present experience, approach
& methodology of work, competency to execute
contract, financial capacity etc.
Note: Please attach extra sheet in support of your information, if space in the column is
insufficient. It is requested to visit the site and ascertain the quantum of work before submitting the tender.
Signature & Seal of bidder.
